Privacy Notice

Essex and Suffolk County Councils are committed to protecting your privacy when you use our services.

The Privacy Notice below explains how we use information about you and how we protect your privacy.

Essex County Council - the Data Protection Officer, Paul Turner, at dpo@essex.gov.uk or by calling
03457 430 430 and asking to speak to the Data Protection Officer. Suffolk County Council –
The Data Protection Manager at data.protection@suffolk.gov.uk or by calling 01473 264814. If you
are not a resident of either county then please use either contact above.

Your journey with Ride

We share the information you provide with the relevant transport operators in order to provide your
journeys you book with us. The information we share is:

Your name

Your pick up location (town, stop and where applicable, address of an alternative stop)

Time and date of the journey requested

Your phone number

Your email address

Your destination (town, stop)

Number of passengers

Cost of the journey and payment method (but not the details of that method if you pay by card)

If you pay by card, your information is processed by Stripe and their
privacy policy applies. We message you using an automated script to remind you of your journeys,
using a service by Twilio. No data is saved by the automated text messaging system. We also
store this information for up to two years to enable any journeys to be reconciled as required
by licensing authorities. This information is encrypted.

You can email us to ask us to erase your information in accordance with GDPR. You can do this
by emailing hello@bookyourride.co.uk.

Why we use your personal information

Do you know what personal information is?

Personal information can be anything that identifies and relates to a living person. This can
include information that when put together with other information can then identify a person. For
example, this could be your name and contact details.

Did you know that some of your personal information might be 'special'?

Some information is 'special' and needs more protection due to its sensitivity. It’s often information
you would not want widely known and is very personal to you. This is likely to include anything that
can reveal your:

sexuality and sexual health

religious or philosophical beliefs

ethnicity

physical or mental health

Why do we need your personal information?

We may need to use some information about you to:

deliver services and support to you;

manage those services we provide to you;

help investigate any worries or complaints you have about your services;

keep track of spending on services;

check the quality of services; and

to help with research and planning of new services.

How the law allows us to use your personal information

There are a number of legal reasons why we need to collect and use your personal information.

To deliver the Ride service, we collect and use personal information where:

you, or your legal representative, have given consent

you have entered into a contract with us

it is necessary to perform our statutory duties

it is necessary to protect someone in an emergency

it is required by law

it is necessary to deliver health or social care services

you have made your information publicly available

it is necessary for legal cases

it is necessary for archiving, research, or statistical purposes

If we have consent to use your personal information, you have the right to remove it at any time.
If you want to remove your consent, please contact Essex at dpo@essex.gov.uk or Suffolk at data.protection@suffolk.gov.uk
and tell us that it relates to the Ride webside so we can deal with your request.

We only use what we need

Where we can, we’ll only collect and use personal information if we need it to deliver a service
or meet a requirement.

If we don’t need personal information we’ll either keep you anonymous if we already have it for
something else or we won’t ask you for it. For example in a survey we may not need your contact
details we’ll only collect your survey responses.

If we use your personal information for research and analysis, we’ll always keep you anonymous
or use a different name unless you’ve agreed that your personal information can be used for that research.

We don’t sell your personal information to anyone else.

What you can do with your information

The law gives you a number of rights to control what personal information is used by us and how it
is used by us.

Ride is provided by the Passenger Transport Team at Essex and Suffolk County Councils and you also
have the right to ask for all the information we have about you
(Essex,
Suffolk) and the services you receive
from us. When we receive a request from you in writing, we must give you access to everything we’ve
recorded about you.

However, we can’t let you see any parts of your record which contain:

Confidential information about other people; or

Data a professional thinks will cause serious harm to your or someone else’s physical or mental wellbeing; or

If we think that giving you the information may stop us from preventing or detecting a crime

This applies to personal information that is in both paper and electronic records. If you ask us, we’ll
also let others see your record (except if one of the points above applies).

If you can’t ask for your records in writing, we’ll make sure there are other ways that you can. If you
have any queries about access to your information please contact transparencyteam@essex.gov.uk or 0333 013 953
if you are an Essex resident, or information.management@suffolk.gov.uk or 01473 264814 if you are a Suffolk resident.

You can ask to change information you think is inaccurate

You should let us know if you disagree with something written on your file.

We may not always be able to change or remove that information but we’ll correct factual inaccuracies and may include
your comments in the record to show that you disagree with it.

You can ask to delete information (right to be forgotten)

In some circumstances you can ask for your personal information to be deleted, for example:

Where your personal information is no longer needed for the reason why it was collected in the first place

Where you have removed your consent for us to use your information (where there is no other legal reason
us to use it)

Where there is no legal reason for the use of your information

Where deleting the information is a legal required

Where your personal information has been shared with others, we’ll do what we can to make sure those using your
personal information comply with your request for erasure.

Please note that we can’t delete your information where:

we’re required to have it by law

it is used for freedom of expression

it is in the for public health purposes

it is for, scientific or historical research, or statistical purposes where it would make information unusable

it is necessary for legal claims

You can ask to limit what we use your personal data for

You have the right to ask us to restrict what we use your personal information for where:

you have identified inaccurate information, and have told us of it

where we have no legal reason to use that information but you want us to restrict what we use it for rather
than erase the information altogether

When information is restricted it can’t be used other than to securely store the data and with your consent to
handle legal claims and protect others, or where it’s for important public interests of the UK.

Where restriction of use has been granted, we’ll inform you before we carry on using your personal information.

You have the right to ask us to stop using your personal information for any council service. However, if this
request is approved this may cause delays or prevent us delivering that service.

Where possible we’ll seek to comply with your request, but we may need to hold or use information because we are
required to by law.

You can ask to have your information moved to another provider (data portability)

You have the right to ask for your personal information to be given back to you or another service provider of
your choice in a commonly used format. This is called data portability.

However this only applies if we’re using your personal information with consent (not if we’re required to by law)
and if decisions were made by a computer and not a human being.

It’s likely that data portability won’t apply to most of the services you receive from the Council.

You can ask to have any computer made decisions explained to you, and details of how we may have ‘risk profiled’
you.

You have the right to question decisions made about you by a computer, unless it’s required for any contract you
have entered into, required by law, or you’ve consented to it.

You also have the right to object if you are being ‘profiled’. Profiling is where decisions are made about you based
on certain things in your personal information, e.g. your health conditions.

If and when ECC uses your personal information to profile you, in order to deliver the most appropriate service to you,
you will be informed.

If you have concerns regarding automated decision making, or profiling, please contact the Data Protection Officer
who’ll be able to advise you about how we using your information.

Who do we share your information with?

We use a range of organisations to either store personal information or help deliver our services to you. Where
we have these arrangements there is always an agreement in in place to make sure that the organisation complies
with data protection law.

We’ll often complete a privacy impact assessment (PIA) before we share personal information to make sure we protect
your privacy and comply with the law.

Sometimes we have a legal duty to provide personal information to other organisations. This is often because we need
to give that data to courts, including:

if we take a child into care;

if the court orders that we provide the information; and

if someone is taken into care under mental health law

We may also share your personal information when we feel there’s a good reason that’s more important than protecting
your privacy. This doesn’t happen often, but we may share your information:

in order to find and stop crime and fraud; or

if there are serious risks to the public, our staff or to other professionals;

to protect a child; or

to protect adults who are thought to be at risk, for example if they are frail, confused or cannot understand what
is happening to them

For all of these reasons the risk must be serious before we can override your right to privacy.

If we’re worried about your physical safety or feel we need to take action to protect you from being harmed in other
ways, we’ll discuss this with you and, if possible, get your permission to tell others about your situation before
doing so.

We may still share your information if we believe the risk to others is serious enough to do so.

There may also be rare occasions when the risk to others is so great that we need to share information straight away.

If this is the case, we’ll make sure that we record what information we share and our reasons for doing so. We’ll
let you know what we’ve done and why if we think it is safe to do so.

How do we protect your information?

We’ll do what we can to make sure we hold records about you (on paper and electronically) in a secure way, and we’ll
only make them available to those who have a right to see them. Examples of our security include:

Encryption, meaning that information is hidden so that it cannot be read without special knowledge (such as a
password). This is done with a secret code or what’s called a ‘cypher’. The hidden information is said to then be
‘encrypted’

Pseudonymisation, meaning that we’ll use a different name so we can hide parts of your personal information from
view. This means that someone outside of the Council could work on your information for us without ever knowing it
was yours

Controlling access to systems and networks allows us to stop people who are not allowed to view your personal
information from getting access to it

Training for our staff allows us to make them aware of how to handle information and how and when to report when
something goes wrong

Regular testing of our technology and ways of working including keeping up to date on the latest security updates
(commonly called patches)

You can find more details of our Information Security expectations on our online policy.

Where in the world is your information?

The majority of personal information is stored on systems in the UK. But there are some occasions where your information
may leave the UK either in order to get to another organisation or if it’s stored in a system outside of the EU.

We have additional protections on your information if it leaves the UK ranging from secure ways of transferring data
to ensuring we have a robust contract in place with that third party.

We’ll take all practical steps to make your personal information is not sent to a country that is not seen as ‘safe’
either by the UK or EU Governments.

If we need to send your information to an ‘unsafe’ location we’ll always seek advice from the Information Commissioner
first.

How long do we keep your personal information?

There’s often a legal reason for keeping your personal information for a set period of time, we try to include all of
these in our retention schedule.

For each service the schedule lists how long your information may be kept for. This ranges from months for some
records to decades for more sensitive records.

Where can I get advice?

Ride is being delivered by the Passenger Transport Teams at Essex and Suffolk County Councils. If you have any worries
or questions about how your personal information is handled please contact dpo@essex.gov.uk or by calling 03457 430430.

Cookies (not the edible ones) and how you use this website

To make this website easier to use, we sometimes place small text files on your device (for example your iPad
or laptop) called cookies. Most websites do this too.

They improve things by:

remembering the things you’ve chosen while on our website, so you don’t have to keep

re-entering them whenever you visit a new page

remembering data you’ve given (for example, your address) so you don’t need to keep entering it

measuring how you use the website so we can make sure it meets your needs

By using our website, you agree that we can place these types of cookies on your device.

We don’t use cookies on this website that collect information about what other websites you visit
(often referred to as privacy intrusive cookies).

Our cookies aren’t used to identify you personally. They’re just here to make the site work better for you.
You can manage and/or delete these files as you wish.

To learn more about cookies and how to manage them, visit AboutCookies.org or watch a video about cookies.

How you use this website (something called Google Analytics)

We use Google Analytics to collect information about how people use this site. We do this to make sure it’s
meeting peoples’ needs and to understand how we can make the website work better.

Google Analytics stores information about what pages on this site you visit, how long you are on the site,
how you got here and what you click on while you are here.

Name

Typical Content

Expires

_utma

randomly generated number

2 years

_utmb

randomly generated number

30 minutes

_utmc

randomly generated number

when you close your browser

_utmx

randomly generated number

2 years

_utmxx

randomly generated number

2 years

_utmz

randomly generated number and data on how the site was reached (e.g. direct or via a link, organic search or paid search)

Our cookies do not collect or store any other personal information (e.g. your name or address) so this data
cannot be used to identify who you are.

We also collect data on the number of times a word is searched for and the number of failed searches. We use
this information to improve access to the site and identify gaps in the content and see if it is something we
should add to the site.

In any other circumstances aside from those detailed above, unless the law allows us to, we do not:

share any of the data we collect about you with others, or

use this data to identify individuals behaviours or activities.

Other people’s cookies

We might use videos from YouTube and feeds from other websites such as Facebook and Twitter. These websites
place cookies on your device when watching or viewing these pages.

Turning off cookies

You can stop cookies being downloaded on to your computer or other device by selecting the appropriate settings
on your browser. If you do this you may not be able to use the full functionality of this website.

There is more information about how to delete or stop using cookies on aboutCookies.org.
You can also opt out of being tracked by Google Analytics.